TERLING AND FAIRSTEAD PARISH COUNCIL SUBJECT TO APPROVAL
Minutes of the Meeting of Terling and Fairstead Parish Council held on Tuesday 16th May 2017 at 7.30pm at Terling Village Hall, Terling
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Present: Mrs S McNamara (Chairman) Mrs P Bird Mrs A Blackshaw Mrs S Fruchard Mrs A Fitzgerald
Mrs A Bonham from Minute 17.92
Mrs F Killby, Clerk
2 members of the public
17.88 Election of Chairman
SA proposed, and PB seconded that Mrs S McNamara should be appointed as Chairman. Unanimously approved. SM then signed the Declaration of Acceptance of Office of Chairman.
17.89 Election of Vice Chairman Mrs P Bird was happy to continue as Vice Chairman.
17.90 Apologies for Absence - Apologies for absence were received and accepted from Cllr Abbott, Cllr Bebb,
R Dixon, I Smith and A Dyke.
17.91 Register of Members’ Personal Interests
Councillors were reminded of the requirement to give written notification to the Monitoring Officer within 28 days of becoming aware of any changes to their Personal Interests. 17.92 Co-option of Mrs Abbe Bonham (Terling Ward)
AF proposed and SA seconded this co-option, unanimously approved.
17.93 Newly co-opted Councillor to sign the Declaration of Acceptance of Office, Consent to Receive
Council Summons and Agenda Electronically and to be reminded of the requirement to complete a Register of Interests and return it direct to the Monitoring Officer at BDC and to thereafter give written notification to the Monitoring Officer within 28 days of becoming aware of any changes.
AB signed the Declaration of Acceptance of Office and gave her written consent to receive Council Summons and Agenda electronically. The Clerk requested she return her Register of Interests form to the Monitoring Officer at BDC without delay.
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17.94 Sub-committees – as follows: Finance: I Smith, R Dixon, S McNamara, S Alder Environmental and Footpaths: G Mileman, A Fitzgerald, A Blackshaw Estate Liaison Officer: P Bird Health and Welfare: S Alder, S Fruchard Planning and Highways: R Dixon, P Bird, A Dyke, A Blackshaw, A Bonham IT & Publicity: A Dyke, S McNamara Recreation Ground: A Dyke, A Fitzgerald Personnel: S McNamara, R Dixon, S Alder Complaints: S McNamara, P Bird Village Hall Representative: P Bird School Representative: A Bonham Church Liaison: S Fruchard
17.95 Meeting Open to the Public
It was pointed out that one of the infant swings needs replacing and that the entrance gate should have hinge protectors in place. It was also suggested that even though dogs are not permitted on the football field the installation of a dog waste bin adjacent to it would be useful. Clerk to investigate costings.
17.96 Minutes of Last Meeting Clerk’s amendment: 17.73 should read: The developers of Stone Path Meadow, Hatfield Peverel, have been granted outline planning permission for 140 houses, another development on the north side of the village is awaiting a decision and there may be up to 450 houses to be built in between Hatfield Peverel and Witham. A12- Braintree and Maldon District Councils are supporting the closure of the access roads in Hatfield Peverel in favour of a link road through to Maldon from the roundabout (Linfield) at Junction 21 in Witham. A Blackshaw proposed and A Bonham seconded that the Chairman should sign a copy of the minutes, with the Clerk’s amendment, as a true and accurate record. The minutes of the meeting held on 4th April 2017 were unanimously approved.
17.97 Declaration of Interests None declared
17.98 District and County Councillors’ Reports
Cllr Abbott’s report was summarized as follows:
Terling Ford Gabion Wall – the latest repairs are much better but there is still a sand bag in the river. Repairs still to be carried out on the north side, no date as yet.
Directional Signs – There is a full Council meeting this week with the new Highways Cabinet Minister where Cllr Abbott intends to ask questions regarding repairs of signs as his contact with the former Cabinet Member was positive.
Oakfield Lane – ECC have declined to adopt this road.
Ranks Green – ECC have agreed to repair the gateway sign but no date as yet.
General Highways matters – He has reported two serious road issues to Highways, from Rolls Farm to the Walthams/Boreham where there has been severe damage to the verges and the Ranks Green –
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Fuller Street Road. He has also asked BDC to sweep this road due to the accumulation of grit and stones.
He also noted that the defects in Witham Road are marked in orange which indicates they will be repaired but he doesn’t have a timescale.
SM asked that thanks be recorded for all Cllr Abbott’s efforts on behalf of the Parish.
17.99 Chairman’s Report – nothing to report
18.00 Finance
Copies of Receipts and Payments for the current financial year and for the financial year ending 31 March 2017 had been distributed along with a bank reconciliation for the financial year ending 31 March 2017. AF proposed that the following cheques/direct debits be approved for payment. Seconded by PB, unanimously approved: -
4th April 2251 Acumen Wages Service 96.00
4th April 2252 EALC Clerk Training 50.00
4th April 2253 EALC Publication 49.99
4th April 2254 F Killby Salary/Office Allowance 682.27
4th April 2255 F Killby Expenses 178.04
4th April 2256 Inland Revenue PAYE/Tax 209.78
4th April 2257 Lord Rayleigh’s Farms Garage Rental 20.00
4th April 2258 Braintree D Council Trade Waste Agreement 1092.50
4th April 2259 A Jiggins Handyman’s Services March 95.00
4th April 2260 A Jiggins Handyman’s Services March 116.42
4th April 2261 A Jiggins Tractor Parts 60.00
4th April 2262 Acumen Wages Service 22.20
4th April 2263 Acumen Wages Service 24.00
10th April 2264 D Jiggins Handyman Services March 82.34
10th April 2265 EON Street Lighting 53.84
18th April DD British Telecom Clerk Phone Line April 32.28
18th April DD EDF Energy Electricity Rec Ground 7.00
5th May 2266 Acumen Wages Service 24.00
5th May 2267 Lord Rayleigh’s Farms Garage Rental 20.00
5th May 2268 D Jiggins Handyman Services April 179.34
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5th May 2269 A Jiggins Handyman Services April 140.95
5th May 2270 Anglian Water Water Rates – Rec Ground 282.04
5th May 2272 Inland Revenue PAYE/Tax 228.30
5th May 2273 F Killby Salary/Office Allowance 710.13
5th May 2274 F Killby Expenses 55.04
- AF proposed and PB seconded approval for renewal of EALC and NALC affiliation fee - £274.45 (due 1 June 2017), unanimously approved.
- PB proposed and AF seconded approval of renewal of tractor insurance with Came & Co - £225.50 (last year £224.84), unanimously approved.
- Approval for renewal of Braintree Association of Local Councils Annual Subscription - £18.00 - Clerk to look into what is offered by this Association for next PC meeting.
- AF proposed and AB seconded approval of revisions to F Killby’s contract to incorporate role of Responsible Financial Officer, unanimously approved.
- Audit – the deadline has been extended to 3rd July, all figures are in order, and all other matters are in accordance with Standing Orders and the Transparency Code.
- It was noted that the first Precept payment had been received, along with the Localism Payment and that all VAT reclaims for the financial year ending March 31 2017 had been received.
18.01 Environmental & Footpaths – Handyman are due to proceed with first cuts.
18.02 Estate Liaison – nothing to report.
18.03 Health & Welfare
Playground – Some equipment still needs repainting and replacing, the fence posts have been replaced but a gap needs to be filled in the fencing and three brackets need replacing/refitting. A Jiggins to action.
School Liaison – A Bonham to liaise with school regarding a visit to a PC meeting from Year 6 pupils.
18.04 IT & Publicity
Wifi update – SA expressed concern that the installation of fibre would not be available to the outlying villages, ie Fuller Street and Ranks Green. C Cutler to provide a contact name at Open Reach for SA to write regarding this matter.
C Cutler still to meet with BT to ascertain final costings, these are currently £29 per month to internet provider, ongoing monthly charge to BT and possible line connection charge to BT.
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18.05 Planning and Highways All planning applications are available to view:
PLANNING – 17/00855/HHPA, 4 Oakfield Lane, Terling – Erection of single story rear extension RD has asked for a time extension due to the content of the planning application.
Maintenance of Dismals – Funding has been approved but no payments can be made until after the election in June.
Directional signs – see Cllr Abbott’s report
Terling Ford Gabion Wall Collapse - see Cllr Abbott’s report
Local Plan – nothing to report.
Oakfield Lane – see Cllr Abbott’s report
Norrells – surface water due to blocked drain - PB stated that this has now been cleared.
Hollow Ditch Railings – debris left after repairs carried out – Clerk has reported this to Highways.
Clerk was also asked to report that the railings in Ranks Green Road were broken.
There is still concern about the sleeper wall in Flacks Green as it is felt is encroaching onto the road. RD to be asked to look at this.
Clerk to ask handymen to reposition the sign in Fairstead Road going into Terling.
18.06 Recreation Ground
SA proposed and AF seconded approval for six new signs at a cost of £35, unanimously approved.
A request has been received from a member of the Parish for a Veterans Team, Clerk looking into costs of upgrading the shower facilities as this has been requested in order to comply with FA regulations.
A water bill for £282 for the Changing Cabin has been received but this dates from the installation of the Changing Cabin in 2012 to the present day.
18.07 Councillors’ Reports, including Village Hall Report, School Report and Church Liaison
SA reported that there had been an accident opposite Brookside Cottages where a car had gone into the ditch. Clerk to contact Highways again to see if a barrier could be installed.
PB reported that the Mothers’ Union had requested some help with their annual outing. SM suggested they contact the Clerk with their request and it will be considered at the next Parish Council meeting.
18.08 Clerk’s Report
The Spring Litter Pick on Saturday 22nd April was well supported with 15 litter pickers. Thanks are due to the Owl’s Hill Tea Rooms for offering special rates for refreshments for litter pickers.
Phone box light, Ranks Green - UK Powers are currently refusing to accept responsibility for the work and have said reinstatement of this service could potentially cost £1500. The Clerk is currently waiting for a response to her request for further investigation into this disconnection.
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Police Information Day at EALC -SA and RD have said they would like to attend, the cost is £25 per head.
T Lewis has reviewed the Litter Picking Risk Assessment and the Council’s Health and Safety Policy and all are in order and these have been signed off. The Handymen and Footpath Cutting and Clearance Risk Assessments are due for review in the next month.
18.09 Approval for Renewal of Street Cleaning Agreement 2017/18 with Braintree District Council AF proposed the council renew the annual agreement with BDC on 31st March 2017 on same terms as previous years for a fee of £765.75 (a 2.0% inflationary increase) seconded by SA, unanimously approved.
18.10 Rural Community Council of Essex, 2017 Essex Village of the Year Competition
SM announced that the village is to be visited by judges on Saturday 20th May. The visit will be hosted by Colin and Heather Cutler. The Council wishes to thank them for handling this and especially Heather Cutler for preparing an information sheet on what goes on in the village.
18.11 Grants – 2017
SF is still researching this. SM stated that the car park at the village hall needs repairing and this could be a potential grant area.
18.12 Information exchange / next agenda items – nothing to report
18.13 Date of next meeting, including committees
7.30 pm 27th June, Parish Council Meeting, Terling Village Hall 7.30 pm, 8th August, Parish Council Meeting, The Square and Compasses, Fuller Street 7.30 pm, 19th September, Parish Council Meeting, Terling Village Hall
Meeting closed at 08.50 pm
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